Highways, Transport & Fleet Staff Engagement Briefing 21 st September 2016

1. Highways, Transport & Fleet Staff Engagement Briefing 21st September 2016

2. Agenda • Council position • Challenges faced • Service Review Programme • Service Review • Objectives • Proposal information • Scope • Current Structure • Proposed Structure • Stages of the Process • Employee Support and Advice • Next Steps & Key Timescales

3. Unprecedented Challenges

4. Less money from Government

5. £233m 2011/18 £40m £113m £80m

6. Significance of staffing spend Schools Contracts Staffing Plus Capital Programme £305m: 2015/16 – 2019/20

7. Service review programme Service Review Methodology

8. Engagement and Communication Service Review Methodology “Some service reviews will result in a restructure that will deliver a similar service, but with less resource. Others however, will be much larger and could require a fundamental reshaping and whole-scale restructure of the teams involved. Regardless of the scale of each review, these are uncertain times for everyone involved and we are working closely with our Trade Union colleagues to carefully manage each individual process so that any affected staff receive regular communication, updates and as much support as possible. “ 7 Sept 2015

9. Review Objectives • This reshaping aims to increase clarity over roles and responsibilities • Focus on safety, quality and productivity in the “operations” function • Strengthen “client” roles for frameworks and supply chain • Provide the “tools to do the job” in the form of frameworks. • Centralise senior management roles while retaining local expertise and professional advice to support delivery of the highway investment maintenance programme through local committees.

10. Review Scope

11. Service Delivery Proposal • Realign the service under thematic headings: Operational Performance, Highway Network and Asset Management. • Create 3 Senior Managers managing under these headings

12. Current Structure

13. Proposed Structure

14. Reshaping Process Vacancy Preference Process w/c 10th Oct Review and Decision w/c 3rd Oct Engagement Period 21st Sept – 5th Oct Assimilation w/c 10th Oct VR Window Not formally open Final Outcomes Mid Oct

15. Engagement • 2 week engagement 21st Sept – 5th Oct 2016 • Face to Face Meetings: • First – 21st Sept, 1.30 pm, Lonsdale Lower Ground Room, Courts, Carlisle • Final –10th October, 1.30 pm, Community Room, Penrith Fire Headquarters • Opportunity of 1:1s with management on request • Employee Information Website • for all reshaping documents and FAQs • FAQs regularly updated • Website facility • to ask questions and provide comments on the proposals

16. Review & Decision • All feedback will be considered as part of the review & decision process • Final decisions expected to be confirmed within a 2 week period • Final meeting scheduled for 10th October, 1.30 pm, Community Room, Fire HQ, Penrith • If extension needed beyond 2 weeks as a result of significant issues raised, then all staff will be notified as early as possible, with an explanation for why.

17. Assimilation • Assimilation process will compare old and new roles to determine where assimilation appointments can be made • Direct Assimilation - the job grade/ scale/ range is the same and - must be a 75% or more match (substantially similar) overall against assimilation criteria • Assessed Assimilation - the job grade is different - a further assessment process is required to ensure the job holder has the necessary skills, knowledge and competences to fulfil the requirements of the post - it is the responsibility of the employee to identify and objectively evidence that a new post is substantially similar (75%), which must be verified by two managers (Service Manager and Service Assistant Director) • Competitive Selection - Following direct and assessed assimilation, where it is identified that there are more people than posts, a competitive selection process will be necessary.

18. At Risk & Vacancy Preference • At Risk • Employees not assimilated to posts confirmed as ‘at risk’ of redundancy and are able to apply for vacant posts through the vacancy preference process • Vacancy Preference Process (VPP) • Ability to apply for up to 3 vacant posts at any grade • 1 interview where possible • All employees in scope will receive a personalised letter confirming the outcome of the process: • VR outcome • Confirmation of assimilation • Confirmation of VPP • All letters issued via the Service Centre

19. Final Outcomes • Outcome letters issued from w/c 10th October • Remaining vacancies advertised internally • For employees who have not secured a post: • Alternative employment support • Meetings with the Senior Manager & Change Manager to discuss other options • Notice of redundancy issued as a last resort

20. Support and Advice • Both face-to-face and website • Engagement period • People Management support • Learning & Development service • Trade Union representatives • Pensions Service • Employee Information Website

21. Employee Information Website

26. Next steps • Statement of change, structure proposal and role profiles all available on Employee Information Website • FAQs will be regularly updated on Employee Information Website • Welcome any feedback for consideration

27. Discussion & Questions?